How To Write an Email, Part 5: A Complete Signature

Robby

I’m coming to nearly the end of my multi-part series on how to write a productive, effective email. This tip may be the easiest one of all, because once you set it up you never have to worry about it again.

Here’s a sample of an email I received which illustrates the problem:

Bob,
Sounds great! Just give me a ring when you get to our building and I’m come down. Looking forward to meeting you in person!
-Suzie

That email is a little barren. Sure, it’s friendly and easy to follow, but you know that Suzie and Bob have never met before. And Suzie is telling Bob to give her a call—but has she provided a telephone number?

At the bottom of many email messages is a block of text called a “signature.” The purpose of this is to provide consistent information which should be included in every email. So what should go in your signature? Here are the basics:

1. Your first and last name, including your preferred nickname.
2. At least one phone number where you can be reached
3. Your title and the name of the company and the department where you work
4. Your physical address

If you don’t have a signature, people can’t find you other ways. Be sure to include this information on EVERY email, and use the signature feature of your email program to add it in!

Also, here are some fun extras you can include if you like:

• Your Skype, AIM, Yahoo, MSN or other instant messenger handle
• Your Twitter handle
• A link to your LinkedIn profile

Help others to know how to reach you. Make use of your email signature!

• How To Write an Email, Part 1: The Structure
• How To Write an Email, Part 2: The Subject
• How To Write an Email, Part 3: The Greeting
• How To Write an Email, Part 4: Just One Topic
• How To Write an Email, Part 5: A Complete Signature
• How To Write an Email, Part 6: The Closing

Tags: email, email management, email organization, email signature, signature